Institutional Events Manager, The National Constitution Center, Philadelphia

The Institutional Events Manager reports to the Vice President of Strategic Initiatives and Deputy COO. Core areas of responsibility include collaborating on the NCC’s signature and high-profile stakeholder events, such as the annual Liberty Medal Ceremony and the President’s Council Retreat, a gathering of the NCC’s top donors and Board of Trustees. This position also collaborates on all Board of Trustees meetings and other special initiatives. This role will require partnering with and working through cross functional teams across the organization. Responsibilities include list/invitation management and tracking, development of event/meeting collateral and logistics, and onsite management and troubleshooting, among other tasks. Additionally, this position supports the Vice President of Strategic Initiatives and Deputy COO with project management of various strategic initiatives, as well as some day-to-day tasks such as scheduling and other administrative duties. Please note, the National Constitution Center’s institutional events are of institution-wide significance and differ from National Constitution Center facility rental events, which are the responsibility of the internal events team.

The ideal candidate is committed to the NCC’s mission and has a minimum of five years’ experience, preferably in the nonprofit field with specific experience in event management, fundraising, or executive support roles. The Institutional Events Manager possesses very strong verbal and written communication skills, sound judgment, attention to detail, and the ability to work with internal and external constituents including staff, board members, donors, vendors, and community partners. The strongest candidate also possesses a high level of discretion, is able to work independently as well as part of a team, easily adapts to changing circumstances, and is willing to travel and execute tasks outside of business hours.

While in-office work and some travel are required for this position, remote work opportunities are available.

Responsibilities and Duties

• Support departments in conceiving, planning, and executing events that effectively engage target audiences.
• Assist with the execution of the annual Liberty Medal ceremony; specific responsibilities include list management, tracking RSVP information and sponsorships as applicable, database management, event collateral, onsite management/logistics/ troubleshooting, and interacting with guests and Board Members, among other responsibilities.

• Assist with the execution of the annual President’s Council Retreat—source and secure venues and vendors, manage process for development of collateral needs, track RSVP information, execute fee payments, acknowledgments, and receipts, serve as a key member of the on-site event team.

• Utilize internal CRM and create other tools to manage invitations, registration processes, collect payments if applicable, track RSVP’s and finalize attendee information.

• Assist with the execution of all Board of Trustees Meetings and Committee Meetings, to include Board Book production, gathering and producing other materials, onsite set up and logistical support for in-person and hybrid meetings.
• Manage purchase order process and ensure invoices are coded to appropriate events.

• Collaborate with Executive, Events, Communications & Marketing, and Development teams on all signature events.
• Manage some administrative and logistical duties for the Vice President of Strategic Initiatives and Deputy COO.

Special Skills/Qualifications

• Minimum of five years’ experience either in nonprofit development or in a field related to event management, fundraising or executive support roles
• Very strong verbal and written communication skills, including the ability to edit copy

• Sound judgment and attention to detail

• Ability to solve problems, think creatively, and act both collaboratively and independently
• Ability to work effectively with the internal team as well as external vendors, and ability to adapt and be flexible as circumstances arise

• High level of discretion

• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, and ability to work with CRM/databases
• Ability to work weekends, evening hours, or holidays as needed and assigned
• Bachelor’s degree

Physical Demands

• Prolonged periods of sitting at a desk and working at a computer
• Standing and walking may be required on an infrequent basis
• Some light lifting, twenty (20) pounds or less, may be required on an infrequent basis

Starting Salary Range: $58,000 – $77,000

Click here to apply. Please note, only applications submitted with a resume and cover letter will be considered.